Policies & Procedures

The Official Stuff

Please find below our Policies and Procedures and the forms you can use if you need to report an incident. Thanks

Policies and Forms

Playground Inspection

Every year the playground has an official inspection carried out by a registered inspector. The inspector prioritises any problems that need rectifying with the equipment,
The working group have also been carrying out a weekly, and a more in depth quarterly inspection of their own.

We are fortunate that the members of our working group are able to fix most of these problems themselves.

Public Liability Insurance.

The site has its own public liability insurance that covers it for events organised by ourselves.

Other groups wishing to use the site for events must have their own public liability insurance and must also provide a comprehensive risk assessment.

For more information please contact the treasurer - Ken Little.

Policy Documents

Open all Close all
  • Alston Recreation Ground Trust - Constitution

    Registered Charity Number 520283.


    1. Name
    The name shall be Alston Recreation Ground Trust (The Trust).

    2. Object
    The object of the Alston Recreation Ground Trust is manage the recreation area known locally as "The Fairhill", as laid down by the Deed of Conveyance dated 30th December 1889, a copy of which is available on written request to the Trust Secretary

    3. Powers
    In order to achieve the objects, the Trustees may exercise the following powers:
    (i) Power to raise funds and invite and receive financial contributions and shall conform to any relevant requirements by law.
    (ii Power to manage and maintain any buildings and properties owned by the Trust.
    (iii) Power to subject any consent required by law to sell, lease or dispose of all or any part of the property of the Trust.
    (iv) Power to co-operate with other trusts, clubs, voluntary bodies and statutory authorities operating in furtherance of the objects and to exchange information and advice with them.
    (v) Power to appoint and constitute such advisory committees and sub-committees as the Trust may think fit.
    (vi) Power to do all such lawful things as may be necessary.

    4. Management
    (i) According to the Deed of Conveyance, The Fairhill will be managed by a group of 9 Trustees who will be residents of Alston Moor and will represent the users of The Fairhill. These 9 will form the Committee of Management.
    (ї) Trustees shall serve for three years. Having served for three years a Trustee shall stand down. He or she shall be open to be re-elected.
    (iii) If a Trustee stands down at any time during the year, the Committee shall have the power to elect a further Trustee.
    (iv) If anyone is interested in being a Trustee, application letters should be submitted to the Secretary.
    (v) New Trustees shall be elected at the Annual General Meeting by the existing Trustees.

    5. Management Committee Meetings
    (i) General meetings will be held quarterly, dates to be agreed at the previous meeting.
    Special general meetings may be convened at any time by the Management Committee, giving 7 days notice.
    (ii) A Quorum at meetings will be one third plus one. As the full committee is 9, a quorum would
    be 4. Decisions will be by agreement but if required, a vote will be taken and will be decided by
    a majority

    6. Annual General Meeting
    An Annual General meeting will be held once a year. 14 days' notice will be given
    appropriately: by letter, by notices on the Town Hall and Parish notice board, on this website and other convenient and appropriate locations.
    (i) Trustees will be re-elected at the AGM and this will be an item on the AGM agenda.
    (I) At this meeting a third of the Trustees shall stand down. They may stand for re-election.

    7. Officers of the Committee
    At the Annual general Meeting of the Alston Recreation Ground Trust, those trustees present shall
    elect from amongst themselves a Chairperson, a Secretary and a Treasurer.

    8. Accounts
    The Management Committee shall comply with the following:
    (i) The funds of the Trust including all donations, contributions and bequests, shall be paid into a
    bank account operated by the Management Committee. All cheques drawn on the account
    must be signed by at least two members of the Management Committee.
    (ii) The funds belonging to the Trust shall only be used to achieve the objectives of the Trust.
    (iii) The Treasurer will report to the regular Management Committee meetings. S/he will prepare annual statements of the account for the Trust to be presented at the Annual General Meeting.
    (iv) The accounts will be audited independently, the individual/firm to be decided by the Management Committee and sent to relevant bodies.

    9. Changes to the Constitution
    The above constitution shall only be altered by resolution passed by a two-thirds majority at an
    Annual General Meeting or at a specially convened meeting. Any alterations shall be in the spirit of
    the Deed of Conveyance.

    10. Dissolution
    In the event of the Trust being dissolved, any property remaining, after satisfaction of all its debts,
    shall be given to a Trust/Club/Charity having similar objectives.

    11. Adoption of Constitution
    This Constitution was adopted at the Annual General Meeting on the 11th of June 2003.

  • The Charity's Reporting Procedure

    Policy Statement

    The Charity’s Reporting Procedure

    If the allegation or suspicion of abuse is discovered by an Alston Recreation Ground Trust trustee or volunteer then they should inform the Chair as soon as possible (or in their absence, their delegated authority).

    The Chair or delegated authority will make a written record of the allegation or suspicion of abuse (see attached report form), if the allegation or suspicion of abuse has been reported to the delegated authority they are required to discuss the situation with the Chair asap. The Chair or delegated authority should carry out a risk assessment and contact the appropriate local Adult Care Team.

    If a staff member has been told about the allegation of abuse in confidence, they should attempt to gain the consent of the client/participant to make a referral to another agency. However, the gaining of the consent is not essential in order for information to be passed on. Consideration needs to be given to:
    1. The scale of the abuse
    2. The risk of harm to others
    3. The capacity of the client/participant to understand the issues of abuse and consent

    If there is any doubt about whether or not to report an issue to the Chair or delegated authority then it should be reported.

    In emergency situations (eg where there is the risk or occurrence or severe physical injury), where immediate action is needed to safeguard the health or safety of the individual or anyone else who may be at risk, the emergency services must be contacted. Where a crime is taking place, has just occurred or is suspected, the police must be contacted immediately.

    For an ambulance/emergency call 999

    The Charity’s Responsibilities

    All Alston Recreation Ground Trust trustees and volunteers have a responsibility to be aware of this policy and to report any suspicions that they might have about adult abuse.

    You should report concerns to the Chair in the first instance. Call Linda Farrar 07803133268, or if not available to Ken Little 07359272663

    Action and progress will be monitored to conclusion by the Board and recorded in meeting minutes.

    Disclosure and Barring Service (DBS) Checks

    Any trustees and volunteers who have regular contact with vulnerable adults should have a valid DBS check that is within 1 year old and this should be renewed every 3 years.

    Relevant Legislation

    NHS and Community Care Act 1990
    Mental Health Act 1983
    Public Interest Disclosure Act 1998
    Care Standards Act 2000

    Related Policies

    Health and Safety Policy
    Equality and Diversity
    Grievance Policy
    Criminal Records Bureau Policy
    Volunteering Policy
    No Smoking Policy

    Useful Contacts/Websites

    Action on Elder Abuse is a national charity working to prevent the abuse of older people and will also give you advice and support on any issues relating to the abuse of Older People.
    UK Helpline on 080 8808 8141 or 020 8765 7000

    Voice is a National Charity supporting people with learning disabilities and other vulnerable people who have experienced crime or abuse. They also support families, carers and professional workers.
    Voice Helpline on 0845 122 8695
    Please note: The Action on Elder Abuse or Voice UK will treat your call in the strictest confidence

    Alston Recreation Ground Trust website: http://www.fairhill.org.uk/

    Updated August 3rd 2022
    Next update August 2023

  • Equality and Diversity Policy

    Policy Statement

    Alston Recreation Ground Trust recognises that adult abuse can take many forms with a number of equally distressing characteristics with long ranging impacts. The Charity is aware of its responsibilities with regards to vulnerable adults and will provide clear procedures for any volunteers, trustees and partner organisations to ensure that they can carry out their responsibilities in line with best practice.


    A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited.

    This may include a person who:

    • Is elderly and frail
    • Has a mental illness, including dementia
    • Has a physical or sensory disability
    • Has a learning disability
    • Has a severe physical illness
    • Is a substance misuser
    • Is homeless
    • Any adult who receives care from any other person or persons for example carers, family, friends, social workers, district nurses, staff at day centres, residential, nursing or other supporting living care staff can be potentially seen as at risk of abuse or neglect

    Abuse is a violation of an individual’s human and civil rights by any other person or persons & can take a number of forms:

    • Physical abuse eg hitting, pushing, shaking, inappropriate restraint, force-feeding, forcible administration of medication, neglect or abandonment
    • Sexual abuse eg involvement in any sexual activity against his/her will, exposure to pornography, voyeurism and exhibitionism
    • Emotional/psychological abuse eg intimidation or humiliation
    • Financial abuse eg. theft or exerting improper pressure to sign over money from pensions or savings etc.
    • Neglect or acts of omission eg being left in wet or soiled clothing, or malnutrition
    • Discriminatory abuse eg. racial, sexual or religious harassment
    • Personal exploitation – involves denying an individual his/her rights or forcing him/her to perform tasks that are against his/her will
    • Violation of rights eg. preventing an individual speaking his/her thoughts and opinions
    • Institutional abuse eg. failure to provide a choice of meals or failure to ensure privacy or dignity. Remember, abuse often happens in people's own homes.
    • Abduction - this is a crime and the Police should be informed.

    The person being abused or neglected very often knows the abuser. Anyone can potentially be an abuser, for example:
    • carers or volunteers
    • health workers, social workers or any other professional person
    • relatives, friends or neighbours
    • another resident or service user
    • a visitor or someone providing any kind of service
    • someone who deliberately exploit vulnerable and/or older people

  • Child Safeguarding Policy

    Policy Statement

    Aston Recreation Ground Trust was established in 1964 to manage the recreation facilities provided at Fairhill Recreation Ground which provides informal facilities for the enjoyment of all residents of Alston, the surrounding settlements and visitors to the area.

    Facilities include:
    two children’s play areas with a range of play equipment
    basketball and 5-aside football court
    football pitch
    picnic areas
    wildlife pond area
    woodland walks
    bowling green
    pump track

    The Trustees are volunteers from the local community who also have other roles within the community. They are responsible for inspecting equipment as part of a regular safety check and ensuring that any subsequent remedial work is carried out. Much of this work is completed by the trustees with help from volunteers, but professionals are employed where necessary. Trustees are also responsible for fundraising to maintain the facilities.

    This policy applies to trustees, volunteers and paid staff working within the recreation ground.

    The Purpose of the Policy:

    To protect children who use the facilities within Fairhill Recreation Ground.
    To provide trustees, volunteers and users of facilities with an overarching principle that guides our approach to safeguarding and protection of children whilst using the facilities.
    We believe that no child should ever experience abuse of any kind. We have a responsibility to promote their welfare and to keep them safe.

    We recognise that:
    The welfare of children is paramount, and that everyone must always act in their best interests. To that end, we will work in partnership with parents and carers, volunteers, teachers and anyone employed for specific projects within the recreation ground, to promote their welfare and identify any risk of abuse or neglect whilst using our facilities. In particular, we will seek to ensure that any groups using the facilities within the recreation ground will be supervised by leaders who have appropriate training and have appropriate safeguarding policies in place to promote the welfare of the children.

    We will seek to keep children safe by:-
    Adopting protection and safeguarding practices and undergoing training for trustees, volunteers and staff hired for specific projects

    Ensuring that any necessary information is stored securely and shared with relevant official agencies / organisations to share concerns and relevant information.

    Ensuring that we provide a safe physical environment for children using the facilities within Alston Recreation Ground.

    Three of our trustees are DBS checked for working with children, and we will encourage others to become checked as well.

    Any incidents should be reported to Linda Farrar 07803133268 in the first instance and a record kept of the incident and the actions taken. If unavailable report to Ken Little 07359272663

    Please fill in the Safeguarding Form below. In doing so you give us your permission to deal with the information according to law and within GDPR regulations.

    Advice can be obtained from
    Cumbria Safeguarding Hub 03332401727
    Cumbria Safeguarding Children Partnership www.cumbriasafeguardingchildren.co.uk

    Adopted August 2022
    Review August 2023

  • Safeguarding Vulnerable People Policy

    Policy Statement

    Alston Recreation Ground Trust is committed to eliminating discrimination and encouraging diversity amongst its trustees, volunteers and user groups. To that end the purpose of this policy is to provide equality and fairness for all and not to discriminate on grounds of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age. We oppose all forms of unlawful and unfair discrimination.

    All trustees and volunteers will be treated fairly and with respect. All will be helped and encouraged to develop their full potential.

    Our commitment
    • To create an environment in which individual differences and the contributions of all our trustees, volunteers and users are recognised and valued.
    • Every member is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.
    • Training, development and progression opportunities are available to all.
    • Equality within the charity is good management practice and makes sound organisational sense.
    • We will review all our practices and procedures to ensure fairness.
    • This policy is fully supported by our board of trustees
    • The policy will be reviewed regularly.

    Responsibilities of Trustees
    Responsibility for ensuring the effective implementation and operation of the arrangements will rest with the Chair. Trustees will ensure that they and the volunteers operate within this policy and arrangements, and that all reasonable and practical steps are taken to avoid discrimination.
    • all volunteers are aware of the policy and the arrangements, and the reasons for the policy;
    • grievances concerning discrimination are dealt with properly, fairly and as quickly as possible;
    • proper records are maintained.

    Responsibilities of contractors and volunteers
    Responsibility for ensuring that there is no unlawful discrimination rests with all volunteers and the attitudes of volunteers are crucial to the successful operation of fair practices. In particular, all volunteers should:
    • comply with the policy and arrangements;
    • not discriminate in their day to day activities or induce others to do so;
    • not victimise, harass or intimidate other volunteers or groups who have, or are perceived to have, one of the protected characteristics*.
    • ensure no individual is discriminated against or harassed because of their association with another individual who has a protected characteristic.
    • inform the trustees if they become aware of any discriminatory practice.

    *By protected characteristics we mean the following;
    Gender Reassignment
    Pregnancy and maternity (including breastfeeding mothers)
    Marriage and Civil Partnership
    Religion or belief
    Sexual Orientation

  • Health and Safety Policy

    Policy Statement:

    Statement of intent

    1. The policy of Alston Recreation Ground is to provide and maintain safe and healthy working conditions and environment for all our volunteers and users, plus any other people who are directly affected by our activities, such as members of the public at our events.


    1. Overall and final responsibility for health and safety at all events and activities organised by the Alston Recreation Ground lies with the management committee. This responsibility will be delegated to a named trustee or volunteer for each event or activity. They will be responsible for ensuring that the policy is upheld.
    2. For our management committee meetings the responsible person is: The Secretary.
    3. For all other events the responsible person will be named in advance and their name will be noted on all relevant risk assessments. All volunteers involved will be made aware of who is responsible for health and safety.

    General arrangements

    1. The main activity of Alston Recreation Ground is to run the grounds and fundraise to upkeep the equipment and provide new experiences, organise social activities for the community. A risk assessment will be carried out before every one off event. This will include assessing risk as it relates to all aspects of the event including: equipment; venue; volunteers; attendees. Appropriate precautions will be taken to minimise hazards at all events and activities.

    2. Alston Recreation Ground also run regular events at the same venue or using the same equipment, such as our monthly markets. In this case we will carry out a general risk assessment for the event/activity/equipment/venue. All general risk assessments will be reviewed at least once a year.

    3. We will have a trained first aider present at all events which are open to the public.

    4. We will make sure all volunteers and trustees at events and activities are aware of the location of fire exits.

    5. All volunteers and trustees will be made aware of the precautions they need to take as noted on the relevant risk assessment.

    6. No volunteer or trustee will run an event or activity on their own, and at least two volunteers or trustees should stay at an event until it is finished and the last attendees have left.

    7. Alston Recreation Ground hold u Public Liability Insurance


    This policy will be reviewed every year
    Last Review: August 2023

  • Data Protection Policy

    Policy Statement:

    1) Definitions

    1. Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper, and includes images and audio recordings as well as written information.
    2. Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying or deleting personal data.

    2) Responsibility

    1. Overall and final responsibility for data protection lies with the management committee, who are responsible for overseeing activities and ensuring this policy is upheld.
    2. All volunteers are responsible for observing this policy, and related procedures, in all areas of their work for the group.

    3) Overall policy statement

    1. Alston Recreation Ground needs to keep personal data about its committee, members, volunteers and supporters in order to carry out group activities.
    2. We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the UK General Data Protection Regulation (GDPR) and other relevant legislation.
    3. We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need.
    4. We will only collect, store and use data for:
    • purposes for which the individual has given explicit consent, or
    • purposes that are in our our group’s legitimate interests, or
    • contracts with the individual whose data it is, or
    • to comply with legal obligations, or
    • to protect someone’s life, or
    • to perform public tasks.
    5. We will provide individuals with details of the data we have about them when requested by the relevant individual.
    6. We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
    7. We will endeavour to keep personal data up-to-date and accurate.
    8. We will store personal data securely.
    9. We will keep clear records of the purposes of collecting and holding specific data, to ensure it is only used for these purposes.
    10. We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.
    11. We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.
    12. To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.

    4) Review
    This policy will be reviewed every two years
    Last review: August 2023

    Please see our Data Protection Procedures in the tab below this

  • Data Protection Procedures

    Data protection procedures

    1) Introduction

    1. Alston Recreation Ground has a data protection policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.

    2. These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our Data Protection Policy is upheld.

    2) General procedures

    1. Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored online in a third party website (e.g. Google Drive) we will ensure the third party comply with the UK GDPR. When it is stored on paper it will be filed carefully in a locked filing cabinet.

    2. When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.

    3. We will keep records of consent given for us to collect, use and store data. These records will be stored securely.

    3) Mailing list

    1. We will maintain a mailing list. This will include the names and contact details of people who wish to receive , publicity and fundraising appeals from Alston Recreation Ground.

    2. When people sign up to the list we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time.

    3. We will not use the mailing list in any way that the individuals on it have not explicitly consented to.

    4) Supporting individuals

    1. From time to time we may be asked for people’s details

    2. We will request explicit, signed consent before sharing any personal details with any other relevant third party.

    3. We will not keep information relating to an individual’s personal situation for any longer than is necessary .

    5) Selling merchandise

    1. We make and sell calendars, cards and Lotto numbers to help raise money for the group.

    2. To order calendars, cards and Lotto numbers, people complete an order form on our website, or one of our pick up points, which includes providing a name and address for the items to be delivered to, and an E mail address for lotto numbers.

    3. When ordering, people will be asked if they wish to be added to our mailing list .

    6) Contacting volunteers

    1. Local people volunteer for Alston Recreation Ground in a number of ways.

    2. We will maintain a list of contact details of our recent volunteers. We will share volunteering opportunities and requests for help with the people on this list.

    3. People will be removed from the list if they have not volunteered for the group for 12 months.

    4. When contacting people on this list, we will explain why we have their information, what we are using it for, how long we will keep it, and that they can ask to have it deleted or amended at any time by contacting us.

    5. To allow volunteers to work together to organise for the group, it is sometimes necessary to share volunteer contact details with other volunteers. We will only do this with explicit consent.

    7) Contacting committee members

    1. The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met.

    2. Committee contact details will be shared among the committee.

    3. Committee members will not share each other’s contact details with anyone outside of the committee, or use them for anything other than Alston Recreation Ground business, without explicit consent.

    8) This website

    1) Our website uses industry standard SSL encryption throughout. All areas of the Charity comply with UK Data Protection Act 1998 and EU GDPR 2018 legislation. Our website does not use tracking cookies.

    9) Review
    These procedures will be reviewed every two years
    Last Review: December 2021

Report Forms

Open all Close all
  • Alston Recreation Ground Trust - POVA INCIDENT REPORT FORM

    Please drag the slider from 0-10 to give us an idea of how severe the situation is.

    If no one else was involved please enter "None"

    You do not have to enter your address if you don't want to

    Please check that you have entered all the details correctly before you hit "Finish"

    "Finish" will send your issue submission to us. We will get back to you as soon as we can

  • Safeguarding Vulnerable People Report Form

    Please drag the slider from 0-10 to give us an idea of how severe the situation is.

    If no one else was involved please enter "None"

    You do not have to enter your address if you don't want to

    Please check that you have entered all the details correctly before you hit "Finish"

    "Finish" will send your issue submission to us. We will get back to you as soon as we can

Supported by:

Stacks Image 2326
Stacks Image 2333
Stacks Image 2340

Alston Moor
Parish Council

Stacks Image 84
Stacks Image 93
Stacks Image 120
Stacks Image 102
Stacks Image 111
Stacks Image 138
Stacks Image 165
Stacks Image 156
Stacks Image 192
Stacks Image 183

Copyright: Alston Recreation Ground Trust 1899 - 2024

Stacks Image 36
Stacks Image 246
Stacks Image 20
Fairhill Recreation Ground - the Official Stuff